Giving rooms out after reservations

5 Replies

Giving rooms out after reservations

Posted by Chris Adrian on Mar 19, 2019 9:47 am

Hey facilities and ops peps,

I am looking to see if anyone gives out/rents out their rooms once reservations are done for the day; we have students who come to us to ask to rent out a room to use as a study room or work on a presentation. 

What I am looking from others:
  1. do you rent out your rooms when they are done for the day?
  2. what policies do you have in place for this?
  3. If they mess up the room, do you charge?  If charge, what are your rates?
  4. Do you have your managers/student workers inspect the room after the people are done with the room? 
  5. Do you take anything from the students that rent the room (i.e. card/school ID)?
Chris Adrian
Student Union Manager
Coastal Carolina University
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Re: Giving rooms out after reservations

Posted by Jason Levy on Mar 20, 2019 8:12 am

Hi and good day Chris.
We started a process called "incidental" reservations for our students/community a couple of years ago and, while not taking off like I thought it would, it has provided an option for folks to use spaces that would otherwise go unused, and it creates a process for tracking that use.

In a nutshell - folks need to interact with our student building managers to request a space (we keep all of our spaces locked) for incidental use.  Based on a preset framework, if we can make it work, we will.  Please see the attached for more info. and let me know if you have any questions.

Thanks muchly.

Attached files

Re: Giving rooms out after reservations

Posted by Amy Lopez-Matthews on Mar 20, 2019 8:49 am

At the University of Dayton, if we have a room that's open/not in use for several hours, we leave the door unlocked and students can use it for studying.  It's an informal process, and the students are respectful of the space - we ask them to leave it as they found it.  About 1/2 hour to an hour before a group has it reserved, our operations staff will re-check the room to see if anything needs to be re-set.  If a student is in the space, we remind them of the reservation, and ask them to vacate the room soon.  Later in the evening (after 9pm) when our crew sets the rooms for the next morning, they lock the rooms once they're set so that we're ready for early meetings.


Re: Giving rooms out after reservations

Posted by Jeffrey Steinmiller on Mar 20, 2019 4:45 pm

At Pittsburg State, all of our meeting rooms in the Student Center are left unlocked and when not reserved, are available for any student(s) to use.  Mostly it's one or two students looking for a quiet room to study in and they do not have access to any AV equipment.  After a major renovation and expansion four years ago, we had many requests from students wanting to use a room for studying when not in use which was not our policy then.  We couldn't come up with a good reason not to allow it and since we implemented the change we have not had any issues.  These are only rooms that have fixed furniture.  Individual students cannot use a room that would require a set up.

Only registered student organizations and departments can actually reserve space which then allows for the full range of services we offer.  If a student club comes in after hours looking for space, our student managers will try to accommodate them, if possible, providing all of our services.  It is also reported to the staff for a follow up with the group the next day.


Re: Giving rooms out after reservations

Posted by Nora Molloy on Mar 20, 2019 7:12 pm

We had a very similar set up to what Amy from Dayton described above. We however have an issue with lack of seating during peak dining times, so we had too many folks using the rooms just for eating and not cleaning up after themselves. So we will still deal with "day of" reservations, but on a more controlled basis for actual meetings, not for incidental student study use.

Re: Giving rooms out after reservations

Posted by Chris Adrian on Mar 21, 2019 1:26 pm

Thank you all for the information so far.  I am reviewing what we do at Coastal Carolina and will be trying to figure out the best practice for this.